Moving QuickBooks Desktop to a new PC is straightforward if you do it in the right order. The mistakes that cause pain are almost always the same: wiping the old machine before retrieving the license number, or copying the company file directly instead of backing it up.
Work through the steps below and nothing should be lost.
Before you start
Do this while the old computer still works. Once it is wiped or gone, recovering your license number becomes a support call rather than a keypress.
You will need three things: your license and product number, a backup of the company file, and the installer for your version.
Step 1: Find your license number
- Open QuickBooks on the old computer
- Press F2 (or Help › About QuickBooks)
- Note the License Number and Product Number
- Write down the exact version and year as well — you must install the same one
Step 2: Back up the company file
Use QuickBooks' own backup rather than copying the .QBW file:
- Switch to single-user mode (File › Switch to Single-user Mode)
- File › Back Up Company › Create Local Backup
- Choose Local backup, pick a USB drive or network location
- Let it complete and confirm the .QBB file exists and has a sensible size
Why not just copy the file? A live .QBW can be copied while transaction logs are mid-write, which is exactly how files get corrupted. The backup process closes the file cleanly first.
Step 3: Do not forget these files
A backup restores your accounting data. These commonly do not come with it:
- Attached Documents folder — receipts and files attached to transactions
- Custom form templates (.DES files) — your invoice and estimate designs
- Memorized and custom reports
- Printer and email settings
- Statement writer and letter templates
Copy the whole QuickBooks folder from the old machine alongside your backup. It is far easier than rebuilding templates later.
Step 4: Install on the new computer
- Download or run the installer for the same version and year
- Enter your license and product number when prompted
- Complete activation — this needs an internet connection
- Install any available updates for that version
Step 5: Restore and verify
- File › Open or Restore Company
- Choose Restore a backup copy › Local backup
- Select your .QBB file and choose where to save the restored company file
- Once open, run File › Utilities › Verify Data
Then check the numbers before you trust it. Open your Profit & Loss and Balance Sheet on the new machine and compare the totals against the old one for the same date range. If they match, the move is clean.
Keep the old machine intact for a couple of weeks until you are confident everything transferred — templates, attachments, payroll and bank feeds included.
Need a QuickBooks license?
Pro, Premier and Enterprise editions with digital delivery by email after purchase.
View QuickBooks licensesFrequently asked questions
Can I install QuickBooks on two computers?
Your license terms determine how many installations and simultaneous users are permitted. A single-user license generally allows installation for one user; multi-user work requires a license per simultaneous user.
Will I lose data moving to a new computer?
Not if you move the company file properly. The safest method is to create a backup, copy it across, then restore it in QuickBooks on the new machine.
Do I need my license and product number?
Yes. Find them by pressing F2 in QuickBooks on the old computer before you decommission it, or in your original purchase email.
What about attachments and templates?
The Attached Documents folder, custom templates, memorized reports and your printer settings do not always travel with a basic backup. Copy the QuickBooks folder as well to be safe.
Should I use the Migrator Tool?
Intuit's Migrator Tool automates much of this and works well for straightforward setups. For multi-user or heavily customised installations, a manual backup and restore gives you more control.